Mediation Scheduling & Administrative Coordinator

Mediation Scheduling & Administrative Coordinator
Schedule: Part-Time | Approximately 25 hours per week
Hours: Approximately 8:30 AM – 3:00 PM
Compensation: $24.00 – $26.00 per hour

Position Overview

We are seeking a dependable, experienced, and highly organized Mediation Scheduling & Administrative Coordinator to support our day-to-day office operations and serve as a key point of contact for mediation scheduling.

This position is ideal for someone who enjoys structured administrative work, takes pride in staying organized, and can be trusted to manage responsibilities independently. The primary focus of the role will be coordinating mediation appointments, reviewing invoices and case information, communicating with clients, and ensuring upcoming mediation services are scheduled accurately and efficiently.

The right person will be professional, computer literate, detail-oriented, and comfortable taking ownership of their work. We are looking for someone who doesn't need to be constantly supervised and understands how to prioritize tasks, follow through, and keep an office running smoothly.

Key Responsibilities

• Coordinate and schedule mediation appointments with clients and other involved parties.
• Review invoices, case information, and related documentation to determine appropriate next steps for scheduling.
• Contact clients to coordinate dates, confirm appointments, and communicate scheduling information.
• Maintain an accurate and organized mediation calendar.
• Track upcoming appointments and follow up on outstanding scheduling needs.
• Answer and direct phone calls and assist with general client inquiries.
• Provide professional front-desk support and create a welcoming experience for clients and visitors.
• Perform general administrative duties, including email correspondence, document management, filing, and data entry.
• Maintain accurate client and case information within internal systems.
• Identify scheduling conflicts or missing information and take initiative to resolve them.
• Assist with other office and administrative needs as they arise.

Qualifications

• Previous experience in administrative support, scheduling, office coordination, front-desk operations, or a similar role.
• Strong computer skills and the ability to learn new software and systems.
• Comfortable reviewing invoices and administrative documents and accurately interpreting information.
• Excellent organizational and time-management skills.
• Strong attention to detail and accuracy.
• Professional written and verbal communication skills.
• Comfortable communicating with clients by phone and email.
• Ability to manage multiple appointments, deadlines, and priorities.
• Dependable, punctual, and consistent.
• Able to work independently and take ownership of assigned responsibilities.
• Good judgment and a professional, mature approach to handling client interactions and confidential information.

Ideal Candidate

The ideal candidate is:

• Organized and detail-oriented
• Reliable and committed
• Comfortable with technology
• Confident communicating with clients
• Patient and professional
• Able to work with minimal supervision
• Proactive about following up and completing tasks
• Looking for a stable, long-term part-time opportunity